Calculate Unexcused Absence

Introduction

The Refresh Attendance Tracking Data report must be processed before the Unexcused Absences report to verify the attendance data is up to date. Verify that the Refresh Attendance Tracking Data report has successfully completed.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis of report results when the report does not return the correct records.

Student Selection

The report selects student records from the [Students] and [ReEnrollments] table based on the following criteria:

The school must not be excluded from state reporting.
The student must not be excluded from state reporting.
The student must be enrolled in a school included in the report.
The student must be enrolled in grade 1 - 12.
The student's school Entry Date must occur on or before the report end date.
The student's school Exit Date must occur on or after the report start date.
The student must not be a no-show; i.e., their school Exit Date must be after their Entry Date.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Use	Choose one of the following from the pop-up menu: Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. District Wide (default) – Includes all student records on the PowerSchool server that meet the selection criteria.
Students to Include	Indicate which students to include in the report by selecting one of the following options:Calculate Unexcused Absence The selected [number] students only – Run the report for students in the current selection. All students – Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running report.
Start Date (MM/DD/YYYY)	Enter the report start date.
End Date (MM/DD/YYYY)	Enter the report end date

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Report Output – UA Audit

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName
1	School Name	The name of the school at which the attendance was recorded.	[Students]SchoolID [Schools]Name
2	Student Number	The locally assigned student identifier.	[Students]Student_Number
3	State Student Number	The state assigned student identifier.	[Students]State_StudentNumber
4	Last Name	The student’s last name.	[Students]Last_Name
5	First Name	The student’s first name.	[Students]First_Name
6	Middle Name	The student’s middle name.	[Students]Middle_Name
7	Ethnicity	Indicates the student’s selected racial categories.	[Students]Fedethnicity [StudentRace]Racecd
8	Special Education	Indicates whether the student participates in special education.	[S_WA_STU_SPED_X]SpecialEducation
9	Limited English	Indicates whether the student participates in the State Transitional Bilingual Program (STBP).	[Students]LEP
10	Low Income	Indicates whether the student receives free or reduced meals.	[Students]LunchStatus
11	Grade Level	The student’s grade level.	[Students]Grade_Level
12	Entry Date	The student’s school entry date at the time of the reporting period, reported in the format MM/DD/YYYY.	[Students]EntryDate
13	Exit Date	The student’s school exit date at the time of the reporting period, reported in the format MM/DD/YYYY.	[Students]ExitDate
14	Unexcused Absence	The report calculates the number of days the student was unexcused during the report period based on the number of days the student was assigned an unexcused absence attendance code. In order to be counted, the student must have been unexcused for a majority of the hours or periods in a school day.	[Attendance]StudentID [Attendance_Code]Presence_Status_CD = Absent
15	Present	The report calculates the number of days the student was counted as present during the school year.	[Attendance]StudentID [Attendance_Code]Presence_Status_CD = Absent
16	>=5 in Month	The report calculates if the student was marked unexcused absent five or more times in a single month during the school year.	Calculated
17	>=10 in Period	The report calculates if the student was marked unexcused absent ten or more times in the time period.	Calculated

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Report Output – UA Bulk 1-8

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName
1	SchoolYear	The school year for which the unexcused absences are reported.	Calculated
2	SchoolCode	The identifier of the school at which the attendance was recorded. The alternate school number is reported, if populated. Otherwise, the school number is reported.	[Students]SchoolID [Schools]Alternate_School_Number [Schools]School_Number
3	SchoolName	The name of the school at which the attendance was recorded.	[Students]SchoolID [Schools]Name
4	SchoolDaysInYear	The report calculates the number of school days between the Start Date and the End Date of the report.	Calculated
5	Unexcused	The report calculates the number of students with at least one unexcused absence.	Calculated
6	FiveUnexcused	The report calculates the number of students with at least five unexcused absences in a month.	Calculated
7	TenUnexcused	The report calculates the number of students with at least ten unexcused absences in a year.	Calculated
8	TruancyPetition	N/A	N/A
9	PriorYearTruancyPetition	N/A	N/A
10	SpecialDescription	N/A	N/A
11	SpecialStudent	N/A	N/A
12	SpecialDuringStudent	N/A	N/A
13	SpecialAfterStudent	N/A	N/A
14	SpecialCourtPlacedSchool	N/A	N/A
15	SpecialCourtPlacedDescription	N/A	N/A
16	BlackUnexcusedCount	The report calculates the number of days of unexcused absences for students with a federal race category of African American or Black.	Calculated
17	WhiteUnexcusedCount	The report calculates the number of days of unexcused absences for students with a federal race category of White.	Calculated
18	AmerIndianUnexcusedCount	The report calculates the number of days of unexcused absences for students with a federal race category of Alaskan Native or American Indian.	Calculated
19	AsianPacificUnexcusedCount	The report calculates the number of days of unexcused absences for students with a federal race category of Asian.	Calculated
20	NativeHawaiianUnexcusedCount	The report calculates the number of days of unexcused absences for students with a federal race category of Native Hawaiian or Other Pacific Islander.	Calculated
21	HispanicUnexcusedCount	The report calculates the number of days of unexcused absences for students with a federal ethnicity of Hispanic.	Calculated
22	MultipleUnexcusedCount	The report calculates the number of days of unexcused absences for students with multiple federal race categories.	Calculated
23	SpecialEdUnexcusedCount	The report calculates the number of days of unexcused absences for students who participated in a Special Education program.	Calculated
24	LimitedEnglishUnexcusedCount	The report calculates the number of days of unexcused absences for students who participated in a Limited English Participation program.	Calculated
25	LowIncomeUnexcusedCount	The report calculates the number of days of unexcused absences for students who received Free and Reduced Meals.	Calculated
26	TotalUnexcusedCount	The report calculates the total number of days of unexcused absences for all students at the school.	Calculated

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Report Output – UA Bulk 9-12

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName
1	SchoolYear	The school year for which the unexcused absences are reported.	Calculated
2	SchoolCode	The identifier of the school at which the attendance was recorded. The alternate school number is reported, if populated. Otherwise, the school number is reported.	[Students]SchoolID [Schools]Alternate_School_Number [Schools]School_Number
3	SchoolName	The name of the school at which the attendance was recorded.	[Students]SchoolID [Schools]Name
4	UnexcusedAbsence	The report calculates the number of days of unexcused absences.	Calculated
5	Unexcused	The report calculates the number of students with at least one Unexcused Absence.	Calculated
6	FiveUnexcused	The report calculates the number of students with at least five unexcused absences in a month.	Calculated
7	TenUnexcused	The report calculates the number of students with at least ten unexcused absences in a year.	Calculated
8	TruancyPetition	N/A	N/A
9	PriorYearTruancyPetition	N/A	N/A
10	SpecialDescription	N/A	N/A
11	SpecialStudent	N/A	N/A
12	SpecialDuringStudent	N/A	N/A
13	SpecialAfterStudent	N/A	N/A
14	SpecialCourtPlacedSchool	N/A	N/A
15	SpecialCourtPlacedDescription	N/A	N/A

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Report Output – UA Summary

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName
1	School Name	The name of the school.	[Students]SchoolID [Schools]Alternate_School_Number [Schools]School_Number
2	Student Group	The student groups defined by the state for tracking and reporting unexcused absences.	[Students]Fedethnicity [StudentRace]Racecd [S_WA_STU_SPED_X]SpecialEducation [S_WA_STU_LEP_X]LEP [Students]LunchStatus
3	Unexcused Absence Days	The number of days of unexcused absences for each student group.	[Attendance]StudentID [Attendance_Code]Presence_Status_CD = Absent
4	School Days	The number of school days for each student group based upon the report date range.	Calculated

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